PC-ACE Pro32 - FAQs and Helpful Hints

Professional

• Installation and Getting Started
• Claim Entry
• Sending Claims
• Miscellaneous

Installation and Getting Started

1. How do I load the PC-ACE Pro32 program?
   
   If you were mailed a CD, manually start the CD by double-clicking on the My Computer icon from the desktop. Double click on the CD-ROM drive and double click on the setup.exe icon.
   
   Follow the on-screen wizard steps to complete the installation. When prompted to select a destination drive, it is recommended to select a drive local to your machine (i.e.: the “C” drive). The PC-ACE Pro32 files will be installed to the WINPCACE directory on the selected drive. Desktop icons will be created for PC-ACE Pro32 and a README file.
   
   If you are downloading from the Internet please follow the steps outlined in the ASK Confirmation Letter.
   
   
2. Where can I find the Installation Password?
   
   The installation password is found in your ASK Confirmation Letter.
   
   
3. How do I install PC-ACE Pro32 on a network?
   
   If a multi-user operation is required, the client installation procedure will need to be performed from each workstation wishing PC-ACE Pro32 access.
   • First, confirm the workstation has access to the hard drive containing the PC-ACE Pro32 server installation directory (WINPCACE).
   • Using Windows Explorer, locate the client installation program (CLIENT32.EXE) in the WINPCACE directory on the server. Execute this program directly from the remote drive (do not copy the CLIENT32.EXE to your local system).
   • Follow the on-screen wizard steps to complete the client installation. You will be prompted to select a local destination drive. The PC-ACE Pro32 program and client support files will install to the WINPCACE directory on the selected local drive.
     
     
4. What is the login and password to get started?
   
   The default User ID and password are both “SYSADMIN”. If you are logging into PC-ACE Pro32 for the first time, use this default information. If you have difficulty logging into the system, contact the HELP DESK for assistance.
   
   NOTE : We recommend NOT changing the SYSADMIN sign-on and password.
   
   
5. How do I change my password?
   
   To change the User ID and Password, select the Security option at the top of the PC-ACE Pro32 main toolbar. From the drop-down menu, select the Add/Update User. In the Security List menu, highlight the user name for which you wish to change the password and select View/Update. Enter a new password in the password field and click on OK to complete.

Claim Entry

1. I tried to save a claim and received an Edit Validation List with flashing boxes in my claim screen? What do I do?
   
   These flashing boxes indicate an error with the data entered in that specific box which needs to be corrected before saving the claim. If you click “Save” in any area of PC-ACE Pro32 where you have entered information, it will either save the data (if data entered is correct), or the Edit Validation Errors List will appear listing all the errors currently in the claim. You can either double click on one of the errors on the list to bring you to the location of the error, or you can close the list and just look for the flashing boxes, indicating a correction needs to be made. Once data has been corrected the box may continue to flash until you click “Save” again to validate claim information.
   
   NOTE: The red and purple flashing boxes signify different levels of system edits.
   
   
2. Do you suggest I just type in claim information or should I use the lookup files?
   
   You may type all claim information directly into the claim form, but the Reference File Maintenance option can save time and increase accuracy. If you choose to setup the Patient tab in the Reference File Maintenance, you may then right click in the following boxes: Patient Control Number, Last Name, or First Name and the Patient Selection box listing all the patients that were built through the Reference File Maintenance will appear. You can then select the patient you need and all information for that patient will automatically populate the claim.
   
   
3. How do I add a valid HCPCS, Diagnosis or Modifier code?
   
   This can be done by going to the Reference Files and selecting the Codes/Misc Tab and then selecting the HCPCS, ICD9 or Modifier button. Click on NEW, enter the code and description (the effective date range is not required), then click OK.

Sending Claims

1. How do I send my claims to ASK?
   
   To view the claims that you have completed and saved, click on the List Claims button on the Professional or Institutional Claims Menu. Claims with the status of “CLN” are clean and ready to be prepared for transmission.
   • Prepare Claims – Select the Prepare Claims button on the Claims Menu. When the Claim Prepare for Transmission dialog box opens, select Prepare Claims. Click OK on the Confirm dialog box. You can select claims to prepare by LOB, payer and/or provider if you wish.
   • After completing the Prepare Claims function, an electronic file will be created and stored in the WINPCACE directory. The Professional claims file will be named BSTRANS.DAT and Institutional claims file will be named BCTRANS.DAT.
   • To send files to ASK, please refer to the “ File Transfer and Reading Reports for 4010A1 Output File” document.
     
     
2. When do I prepare claims and what does this mean?
   
   Claims must be prepared before being sent to ASK. This necessary step generates a claim file that can be transmitted for processing. If this step is not completed, the last claim file that was prepared will be sent again. When claims are prepared, only clean (CLN) claims will be processed.
   
   Each time you click the Prepare Claims button it will overwrite the last batch of prepared claims.
   
   Please note that after you have completed the “Prepare” step, the claims are moved from the “CL - to be transmitted” status to the “TR – transmitted only” status.

Miscellaneous

1. Do I have to backup my files?
   
   PC-ACE Pro32 has the capability to do system backup and restores. In the event of a system “crash” a complete database restore operation can be performed from the most recent backup. However, if you have not been backing up the system it is possible that all information entered into the software could be lost.
   
   You will be prompted to perform a backup each time you exit the PC-ACE Pro32 program. You can either click on the “Cancel” to skip the backup or you can select a Destination Drive or Folder for the placement of the backup data and then click on “Start Backup” to initiate the process.
   
   
2. When attempting to print claims to paper, I receive a warning: Feature Requires Adobe Reader be installed, what do I need to do?
   
   You must have Adobe Acrobat Reader version 4.0 or later loaded on your computer. The Adobe Acrobat Reader is available for download from Adobe (http://www.adobe.com). Before downloading close the PCACE software. When the Acrobat Reader is (ACRORD32.EXE) properly installed, PC-ACE Pro32 will automatically detect and configure this path.
   
   If you have Adobe Acrobat Reader version 4.0 or later already loaded and you are still getting this message you can manually find the path by doing a Search for ACRORD32.EXE and write down the path found, Example: C:\Program Files\Adobe\Acrobat6.0\Reader\AcroRd32.exe. Go to the PC-ACE toolbar and click on file, then click on Preferences, then click the Misc tab—Click the box to the right of the Adobe Acrobat Reader field and follow the path found in the search (using the example: in the Look In field, click the down arrow and find the C: double click, then find the Program Files folder and double click, find the Adobe folder and double click, find the Acrobat folder and double click, find the Reader folder and double click, find the AcroRd32.exe file and double click this should put the correct path in the Adobe Acrobat Reader field in the PC-ACE, click OK on the Preferences window.
   
   The Adobe Acrobat Reader Version loaded on your computer must match the version listed in PC-ACE.
   
   This information can also be found by going to Help on the PC-ACE toolbar, Help Topics, Index and then type Adobe in the search phrase window.
   
   
3. After sending a claims file, is there a way to send claims again without having to retype them?
   
   Yes, there is a way to avoid re-keying claims. Click on the HCFA1500 claims icon and click on the “List Claims” option. This will open up the HCFA 1500 Claims List. Toward the bottom of the screen, there will be a “Location” box with a drop-down arrow. Change the location to “TR – transmitted only”. A list of all claims should be present. To Reactivate the claims individually, put a check mark next to the claims that need to be resent. To Reactivate the entire transmission, go to Filter on the toolbar, click on Check All Claims From Selected Transmission. Then highlight the desired transmission file and click on Select. Next, click on the “Actions” option listed on the menu bar. Choose “Reactivate all Checked Claims”. A confirmation box should appear asking if you are ready to reactivate all checked claims. Click OK.
   
   This will move the claims from the “TR—Transmitted Only” location to the “CL—to be transmitted” location. The next step is to change the status from the “UNP” to “CLN”, which can be done by opening each claim, making any necessary changes and/or correction and then clicking “SAVE”. The claim file is then ready to be prepared and sent.
   
   
4. Can I resend an entire batch of claims?
   
   If there are NO corrections to be made to ANY of the claims contained within the file you can resend an entire batch by clicking on the HCFA 1500 for Prof or the UB 92 Inst icon on the toolbar. From the Claims Menu toolbar select Maintain, then click on Transmission Log. Find the transmission needing to be resent and highlight it. Then click on Reactivate. This step will reactivate and prepare the claims to be resend. You are now ready to transmit your file.
   
   
5. Can I copy a claim in PC-ACE Pro32 and just change the patient name on each claim and/or change other claim information as needed?
   
   Yes, a copy feature is present on the List Claims screen. Select the claim you want to copy and press the Copy button at the bottom of the screen. A copy of this claim will appear on your screen.
   
   NOTE: If you have questions or concerns about the software, please use the On-line Help feature shown in the example below.
   
   
   
   If you need further assistance, contact the EMS Help Desk at 800-472-6481, option 1, or via e-mail at askedi@bcbsks.com
   
   
6. Will someone come to my office and train me on using PC-ACE Pro32 software?
   
   ASK does not provide on-site support for electronic submitters. The PC-ACE Pro32 software is very user-friendly and we are able to easily provide support over the phone.
   
   User documentation has been created to assist in learning the software.
   
   
7. Can I transfer my patient and provider files into my PC-ACE Pro32 software from another billing program?
   
   This feature is not available. All provider and patient information will have to be entered into the Reference File Maintenance.
   
   
8. How will I know when updates are made to the PCACE Pro32 software?
   
   Sign up for the PCACE Pro32 News E-mail list on our webiste. You can click this link to do this: http://www.ask-edi.com/listserver/all_list_signup.htm. Complete this form with your information and then select PCACE Pro32 News. Once you are signed up, any updates or news regarding the software will be sent to you via email.
   
   If you do not have email/internet access your responsibility to check with ASK periodically (once per quarter) for updates.